Privacy Policy
This policy explains how ITOPI AB, organization number 559075-1052, Tellusvägen 3 f, 191 47 Sollentuna, Sweden (“we”, “us”), processes personal data for Alltended. Contact us about privacy at support@alltended.com or by post at the address above.
Two different roles
Your organization’s inbox. When a business uses Alltended, it decides how to use the email, contacts, notes and files in its inbox. That business is the controller, and we are its processor under our Data Processing Agreement. If you wrote to a business that uses Alltended and want to exercise your rights, contact that business; we help it respond. If you contact us, we pass your request on.
Our own processing. We are the controller for the data we need to run Alltended as a business: user accounts, organization administration, security, billing, support and this website. The rest of this policy describes that processing.
What we process and why
| Data | Purpose | Legal basis |
|---|---|---|
| Account data: name, email address, password hash, email verification status, organization memberships and roles | Creating and securing your account, letting you sign in and work in your organization | Performance of our contract with your organization; our legitimate interest in providing a business service to its members |
| Security data: session records with IP address and browser type, sign-in and rate-limit records, audit records of administrative actions, operator audit records | Protecting accounts and the service, investigating misuse and incidents | Legitimate interest in security; legal obligation where applicable |
| Account email: verification, password reset, invitation, security, billing, usage and service notices, and their delivery status | Sending messages you need to use the service | Performance of contract; legitimate interest |
| Billing data: business name, billing contact, address, country, tax ID, plan, payment status, invoices and the agreement version accepted | Selling subscriptions, invoicing, tax and accounting | Performance of contract; legal obligation (Swedish accounting and tax law) |
| Support correspondence | Answering questions and resolving problems | Legitimate interest; performance of contract |
| Integration connection records: the assistant or integration name, the person who authorized it, granted mailboxes and permissions, and activity attribution | Showing administrators what is connected and enforcing the permissions they chose | Performance of contract; legitimate interest in security |
| Website data: connection data received by the web server, and, only if you accept optional cookies, analytics and campaign measurement | Serving the website; measuring visits and campaigns with your consent | Legitimate interest; consent for optional analytics |
We do not use your data for automated decision-making with legal or similarly significant effects, we do not sell personal data, and we do not use customer inbox content to train machine-learning models. We send marketing email only with separate consent; accepting the Terms is not consent to marketing.
Who receives data
- Hetzner Online GmbH hosts the service in Finland (EU).
- Amazon Web Services processes email for us in Stockholm, Sweden (AWS region eu-north-1).
- Stripe processes payments. Stripe receives your billing details and payment information directly in its checkout and billing portal. Stripe acts as our processor for billing and as an independent controller for its own payment, fraud-prevention and legal obligations; see Stripe’s privacy policy.
- Google (Google Workspace) hosts our support mailbox. If you accept optional website cookies, Google Tag Manager and the tags it loads also receive website usage data.
- Integrations and AI assistants your organization connects receive the data your administrator authorizes. Your organization chooses that provider and is responsible for its use of the data. Alltended controls only what the connection is permitted to read or write, and revocation stops future access.
- Authorities, when we are legally required to disclose data, and professional advisers bound by confidentiality.
International transfers
We store and process service data in the EU. Stripe, Google and Amazon are groups based in the United States, and some data may be accessed from outside the EEA for support, security or payment processing. These transfers rely on the EU–US Data Privacy Framework where the recipient is certified, or on the European Commission’s standard contractual clauses.
How long we keep data
| Data | Retention |
|---|---|
| Customer inbox content (on behalf of the organization) | While the organization uses Alltended, subject to its archive-retention setting. Deleted 30 days after email processing ends, or earlier if an administrator closes the organization |
| Accounts | Until you delete your account. Accounts that never verify their email address and have no memberships are deleted after 30 days |
| Sessions | Expire after 7 days of inactivity; expired session records are deleted within a day |
| Verification, password-reset and email-change links | Deleted when used or expired (at most 24 hours) |
| Content of account emails (which can contain links) | Erased as soon as the email is accepted for delivery, fails or expires |
| Delivery records of account emails, and records of refused incoming email | 90 days |
| Audit records of administrative actions | 1 year, or until the organization is deleted |
| Operator audit records | 2 years |
| Integration connection records | While active; 1 year after revocation or expiry |
| Suppressed (bounced or complained) addresses | Until the organization is deleted; system-level entries for 2 years |
| Data exports | Download files are deleted after 7 days |
| Spam held for review in an inbox | Deleted after 30 days unless released |
| Records of accepted Terms and DPA | While the agreement is in force and 10 years after the organization is deleted (Swedish limitation period); the signup privacy-notice record is deleted with the account |
| Records of privacy requests handled in an inbox | 2 years, with the email address stored only as a one-way hash |
| Billing records in Alltended | Until the organization is deleted. Invoices and accounting records are kept by Stripe and in our bookkeeping for 7 years, as Swedish accounting law requires |
| Support correspondence | 2 years after the conversation ends |
| Server logs | 30 days; they exclude message content, passwords and tokens |
| Backups | Rolling daily backups kept for up to 14 days, and hosting-provider machine backups for up to 7 days; deleted data disappears from backups within 90 days at most |
| Website consent choice | Stored in your browser for 180 days |
When a backup is restored, we reapply deletions recorded after the backup was taken.
Your rights
You can ask us for access to your personal data, correction, deletion, restriction, a copy in a portable format, or object to processing based on our legitimate interests. You can withdraw consent at any time without affecting earlier processing; for website cookies, use Cookie settings in the website footer. You can change your name, email address and password and delete your account yourself in Alltended under Account.
We respond within one month. We may ask you to confirm your identity. For data in an organization’s inbox, we forward your request to the organization as controller.
If you are unhappy with how we handle your data, please tell us. You can also complain to the Swedish Authority for Privacy Protection, IMY, or the supervisory authority where you live or work.
Cookies and browser storage
See Cookies and browser storage for the cookies and local storage used by the app and the website.
Changes
We update this policy when our processing changes and show the version date at the top. We notify account holders of material changes by email.